This topic gives you step-by-step instructions to make your Word documents accessible to people with disabilities.

Word has many features built-in that help people with different abilities to read and author documents. Word also offers the Accessibility Checker that locates elements that might cause problems for people with disabilities.

Alt text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word.

For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen readers can read the text to describe the image to users who can’t see the image.

Either right-click an image and select Edit Alt Text, or select an image and press the Alt Text button in the Format ribbon tab.

The Alt Text pane opens on the right side of the document body.

Type 1-2 sentences to describe the image and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Tip: You can also select Generate a description for me to have Microsoft's cloud-powered intelligent services create a description for you. This takes a moment, after which you see the result in the text entry field. Remember to delete any comments Word added there, for example, "Description generated with high confidence."

Add alt text to shapes or SmartArt graphics

Either right-click a shape or SmartArt graphic and select Edit Alt Text or select it and press the Alt Text button in the Format ribbon tab.

The Alt Text pane opens on the right side of the document body.

Tip: You have to right-click somewhere inside the frame that surrounds the entire shape or SmartArt graphic, not inside one of its parts.

Type 1-2 sentences to describe the shape or SmartArt graphic and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to charts

Either right-click a chart and select Edit Alt Text or select a chart and press the Alt Text button in the Format ribbon tab.

The Alt Text pane opens on the right side of the document body.

Tip: You have to right-click somewhere inside the frame that surrounds the entire chart, not inside one of its parts.

Type 1-2 sentences to describe the chart and its context to someone who cannot see it.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Make visuals decorative

Decorative objects add visual interest but aren't informative (for example, stylistic borders). People using screen readers will hear these are decorative so they know they aren't missing any important information.

Right-click a visual.

Select Edit Alt Text. The Alt Text pane opens on the right side of the document body.

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.

Right-click an image.

Select Format Picture > Layout & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to SmartArt graphics

Right-click a SmartArt graphic.

Select Format Object > Shape Options > Layout & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Add alt text to shapes, including shapes within a SmartArt graphic.

Right-click a shape, and then select Format Shape.

In the right pane, select Layout & Properties, and then select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to charts

Right-click a chart.

Select Format Chart Area > Chart Options > Layout & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.

Add hyperlink text and ScreenTips

Select the text to which you want to add the hyperlink, and then right-click.

Select Link. The text you selected displays in the Text to display box. This is the hyperlink text.

If necessary, change the hyperlink text.

In the Address box, enter the destination address for the hyperlink.

Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Apply built-in heading styles

Select the heading text.

On the Home tab, in the Styles group, select a heading style, for example, Heading 1 or Heading 2.

Use bulleted lists

Position the cursor anywhere in your document.

Select the Home tab.

In the Paragraph group, select the Bullets button.

Type each bullet item in the bulleted list.

Use ordered lists

Position the cursor anywhere in your document.

Select the Home tab.

In the Paragraph group, select the Numbering button.

Type the sequential steps.

Use accessible text color

Here are some ideas to consider:

Ensure that text displays well by using the Automatic setting for font colors. Select your text, and then select Home > Font Color > Automatic.

Use the Accessibility Checker, to analyze the document and find insufficient color contrast. The tool now checks the documents for text color against page color, table cell backgrounds, highlight, textbox fill color, paragraph shading, shape and SmartArt fills, headers and footers, and links.

Use the Colour Contrast Analyzer, a free app that analyzes colors and contrast, and displays results almost immediately.

Use accessible text format

Here are some ideas to consider:

Add an underline to color-coded hyperlink text. That can help colorblind people know the text is linked even if they can’t see the color.

Add shapes if color is used to indicate status. For example, add a checkmark symbol
if green is used to indicate “pass” and an uppercase X
if red indicates “fail”.

Alt text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

Tip: You can also add ScreenTips that appear when your cursor hovers over text or images that include a hyperlink.

To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word.

For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And organize the information in your documents into small chunks. Ideally, each heading is followed by only a few paragraphs.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

To enable right-click on your Mac, make sure that the Secondary click option is selected in System Preferences.

Tip: To write a good alt text, make sure to convey the content and the purpose of the image in a concise and unambiguous manner. The alt text shouldn’t be longer than a short sentence or two—most of the time a few thoughtfully selected words will do. Do not repeat the surrounding textual content as alt text or use phrases referring to images, such as, "a graphic of" or "an image of."

Add alt text to images

Add alt text to images, such as pictures, screenshots, icons, videos, and 3D models, so that screen readers can read the description to users who can’t see the image.

Either right-click an image and select Edit Alt Text, or select an image and press the Alt Text button in the Format ribbon tab.

The Alt Text pane opens on the right side of the document body.

Type 1 - 2 sentences to describe the image content and context.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to shapes or SmartArt graphics

Either right-click a shape or SmartArt graphic and select Edit Alt Text or select it and press the Alt Text button in the Format ribbon tab.

The Alt Text pane opens on the right side of the document body.

Type 1-2 sentences to describe the contents and the context of the shape or SmartArt graphic.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Add alt text to charts

Either right-click a chart and select Edit Alt Text or select a chart and press the Alt Text button in the Format ribbon tab.

Tip: To open the correct menu, right-click in Chart Area, that is, somewhere inside the frame that surrounds the entire chart, not inside one of its parts.

Type 1-2 sentences to describe the contents and the context of the chart.

Tip: To spell check and correct a word you typed, just right-click the word and select from the suggested alternatives.

Make visuals decorative

Decorative objects add visual interest but aren't informative (for example, stylistic borders). People using screen readers will hear these are decorative so they know they aren't missing any important information.

Right-click a visual.

Select Edit Alt Text. The Alt Text pane opens on the right side of the document body.

Select the Mark as decorative check box. The text entry field is grayed out.

Tip: If you export your document as a PDF, any visuals you have marked as decorative are preserved by tagging them as artifacts.

Add alt text to visuals in Office 2016

The following procedures describe how to add alt text to visuals in your Word documents.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.

Right-click an image.

Select Format Picture > Layout & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to SmartArt graphics

Right-click a SmartArt graphic.

Select Format SmartArt > Shape Options > Layout & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Add alt text to shapes, including shapes within a SmartArt graphic.

Right-click a shape.

Select Format Shape > Shape Options > Layout & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to charts

Right-click a chart.

Select Format Chart Area > Chart Options > Layout & Properties.

Select Alt Text.

Type a description and a title.

Tip: Include the most important information in the first line, and be as concise as possible.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.

Add hyperlink text and ScreenTips

Select the text to which you want to add the hyperlink, and then right-click.

Select Hyperlink.

The text you selected displays in the Text to Display box. This is the hyperlink text.

If necessary, change the hyperlink text.

In the Address box, type the destination URL.

Select the ScreenTip button and, in the ScreenTip text box, type a ScreenTip.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Apply built-in heading styles

Select the heading text.

On the Home tab, select a heading style, for example, Heading 1 or Heading 2.

Use bulleted lists

Position the cursor anywhere in your document.

Select the Home tab.

In the Paragraph group, select the Bullets button.

Type each bullet item in the bulleted list.

Use ordered lists

Position the cursor anywhere in your document.

Select the Home tab.

Select the Numbering button.

Type the sequential steps.

Use accessible text color

Here are some ideas to consider:

Ensure that text displays well by using the Automatic setting for font colors. Select your text, and then select Home > Font Color > Automatic.

Use the Accessibility Checker, to analyze the document and find insufficient color contrast. The tool now checks the documents for text color against page color, table cell backgrounds, highlight, textbox fill color, paragraph shading, shape and SmartArt fills, headers and footers, and links.

Use the Colour Contrast Analyzer, a free app that analyzes colors and contrast, and displays results almost immediately.

Use accessible text format

Here are some ideas to consider:

Add an underline to color-coded hyperlink text. That can help colorblind people know the text is linked even if they can’t see the color.

Add shapes if color is used to indicate status. For example, add a checkmark symbol
if green is used to indicate “pass” and an uppercase X
if red indicates “fail”.

iOS: Best practices for making Word documents accessible

The following table includes key best practices for creating Word documents that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Add meaningful hyperlink text.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word.

For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.

Add hyperlink text

Select the text to which you want to add the hyperlink.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the More icon.

Tap Home > Insert.

Scroll down to the Link command, and then tap it.

The text you selected displays in the Display box. This is the hyperlink text. If necessary, change it.

To add a hyperlink, in the Address box, type the URL.

At the top of the screen, tap Done.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Apply built-in heading styles

Select the text.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the More icon.

On the Styles command, tap the right arrow.

Tap a heading style, such as Heading 1.

Use bulleted lists

Position the cursor anywhere in your document.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the More icon.

On the Bullets command, tap the right arrow.

Tap the bullet option you want.

Type each bullet item in the bulleted list.

Use ordered lists

Position the cursor anywhere in your document.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the More icon.

On the Numbering command, tap the right arrow.

Tap the numbering option you want..

Type the sequential steps.

Use accessible text color

Here are some ideas to consider:

Ensure that text displays well by using the Automatic setting for font colors. Select your text, and then select Home > Font Color > Automatic.

Use the Colour Contrast Analyzer, a free app that analyzes colors and contrast, and displays results almost immediately.

Use accessible text format

Here are some ideas to consider:

Add an underline to color-coded hyperlink text. That can help colorblind people know the text is linked even if they can’t see the color.

Add shapes if color is used to indicate status. For example, add a checkmark symbol
if green is used to indicate “pass” and an uppercase X
if red indicates “fail”.

Alt text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

People who have dyslexia describe seeing text “swim together” on a page (the compressing of one line of text into the line below). They often see text merge or distort.

For people who have dyslexia or have low vision, reduce the reading load. For example, they may benefit from familiar sans serif fonts, such as Arial or Calibri. Avoid using all capital letters, and excessive italics or underlines. Include ample white space between sentences and paragraphs.

To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word.

For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Add alt text to visuals and tables

The following procedures describe how to add alt text to visuals and tables in your Word documents.

Note: For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images such as pictures and screenshots so that screen readers can read the text to describe the image to users who can’t see the image

Select an image.

To open the Picture tab, at the bottom of the screen, at the end of the toolbar, tap the up arrow.

Scroll down to the Alt Text command, and then tap it.

Type a description and a title. Your changes are automatically saved.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to shapes

Add alt text to shapes including shapes within a SmartArt graphic.

Select a shape.

To open the Shape tab, at the bottom of the screen, at the end of the toolbar, tap the up arrow.

Scroll down to the Alt Text command, and then tap it.

Type a description and a title. Your changes are automatically saved.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to tables

Tap anywhere within a table.

To open the Table tab, at the bottom of the screen, at the end of the toolbar, tap the up arrow.

Scroll down to the Alt Text command, and then tap it.

Type a description and a title. Your changes are automatically saved.

Tip: Include the most important information in the first line, and be as concise as possible.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents accessible.

Add hyperlink text

Select the text to which you want to add the hyperlink.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the up arrow.

Tap Home > Insert.

Scroll down to the Link command, and then tap it.

The text you selected displays in the Text to display box. This is the hyperlink text. If necessary, change it.

To add a hyperlink, in the Address box, type the URL.

At the top of the screen, tap Insert.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Apply built-in heading styles

Select the text.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the up arrow.

On the Styles command, tap the right arrow.

Tap a heading style, such as Heading 1.

Use bulleted lists

Position the cursor anywhere in your document.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the up arrow. On the Bullets command, tap the right arrow.

Tap the bullet option you want.

Type each bullet item in the bulleted list.

Use ordered lists

Position the cursor anywhere in your document.

To open the Home tab, at the bottom of the screen, at the end of the toolbar, tap the up arrow. On the Numbering command, tap the right arrow.

Tap the numbering option you want.

Type the sequential steps..

Use accessible text color

Here are some ideas to consider:

Ensure that text displays well by using the Automatic setting for font colors. Select your text, and then select Home > Font Color > Automatic.

Use the Colour Contrast Analyzer, a free app that analyzes colors and contrast, and displays results almost immediately.

Use accessible text format

Here are some ideas to consider:

Add an underline to color-coded hyperlink text. That can help colorblind people know the text is linked even if they can’t see the color.

Add shapes if color is used to indicate status. For example, add a checkmark symbol
if green is used to indicate “pass” and an uppercase X
if red indicates “fail”.

Windows for mobile devices: Best practices for making Word documents accessible

The following table includes key best practices for creating Word documents that are accessible to people with disabilities.

What to fix

Why fix it

How to fix it

Add meaningful hyperlink text.

People who use screen readers sometimes scan for a list of links. Links should convey clear and accurate information about the destination. For example, instead of using the text “click here”, the link should include the full title of the destination page.

Alt text helps people who can’t see the screen understand what’s important in images and other visuals, such as SmartArt graphics, shapes, groups, charts, embedded objects, linked images, ink drawings, and videos.

Avoid using text in images as the sole method of conveying important information. If you need to use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

People with impaired vision, no vision, or colorblindness might miss out on the meaning conveyed by particular colors. Make sure you don’t use color alone to convey meaning. Create text that duplicates the meaning of the color or other sensory characteristics.

People with dyslexia can perceive to experience movement of the words on a page, or text running together (a line of text compressing into the line below). The text can also merge or distort otherwise.

To reduce the reading load, you can, for example:

Use familiar sans-serif fonts, such as Arial or Calibri.

Avoid the use of all capital letters and excessive use of italics or underlines.

Include sufficient white space between lines and paragraphs.

Left-align your paragraphs instead of using justification. This helps to avoid large gaps between words. Large gaps can create a visual effect of a river of white space flowing through the paragraph.

To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word.

For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank cells in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Add alt text to visuals and tables

The following procedures describe how to add alt text to visuals and tables in your Word documents.

Note: For audio and video content, in addition to alt text, you should include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as photos, graphics, and screenshots so that screen readers can read the description of the image.

Select the image in your document.

In the Picture menu, scroll down to Alt Text and tap it.

Type a title and a description in the fields. Keep it short, start with the most important information, and aim to convey the content and functionality of the image. When ready, tap Done.

Tip: Fill in both the Title and Description fields, as it can vary how this information is read by different screen readers.

Add alt text to shapes

Inline shapes, shapes within SmartArt, and other shapes can be used to convey visual information that cannot be read by screen readers unless you add an alt text.

Select the shape in your document.

In the Shape menu, scroll down to Alt Text and tap it.

Type a title and a description in the fields. Keep it short, start with the most important information, and aim to convey the content and functionality of the shape. When ready, tap Done.

Tip: Fill in both the Title and Description fields, as it can vary how this information is read by different screen readers.

Add alt text to tables

Add alt text to tables to provide a short summary of the table contents for users with screen readers.

Tap anywhere within the table.

In the Table menu, scroll down to Alt Text and tap it.

Type a title and a description in the fields. Keep it short, start with the most important information, and aim to convey a brief summary of the table contents. When ready, tap Done.

Tip: Fill in both the Title and Description fields, as it can vary how this information is read by different screen readers.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word documents more accessible.

Add hyperlink text

Add a descriptive hyperlink to your text to let the user know what’s behind the link.

Select the piece of text to add the hyperlink to.

To open the Home menu, tap the More (…) icon.

Tap Home > Insert.

Scroll down to Link and tap it.

The text you selected is shown in the Text to display field. This is the hyperlink text. You can change it, if necessary.

Tip: Avoid using “click here” or similar non-descriptive expressions. If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, you can use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

To add a hyperlink, in the Address box, type the URL.

At the top of the screen, tap Insert.

Use accessible text format

To improve your text formatting, select a plain sans-serif font, use a larger font size, align your text to the left, and avoid excessive use of block capitals and italics.

Select the piece of text you want to format.

To open the Home menu, tap the More (…) icon.

In the Home menu you can select, for example, a larger font size and a sans-serif type of font. You can also use other formatting options, such as bold font for emphasis.

Use accessible text color

To ensure that text displays well in the high contrast mode, use the Automatic setting for font colors.

Select your text.

To open the Home menu, tap the More (…) icon.

On the Font Color option, tap the right arrow.

Tap Automatic.

Apply built-in heading styles

Use the built-in heading styles to form an outline of the document for the screen readers. The screen readers don’t interpret a piece of text with large and bold font to be a heading unless the built-in styles are applied.

Select the text for the heading.

To open the Home menu, tap the More (…) icon.

Scroll down to Styles and tap it.

Tap a heading style, such as Heading 1.

Use bulleted lists

When feasible, break the text into bullet points to improve readability and accessibility.

Place the cursor where you want to add the list in your document, or select the piece of text to be included in the list.

To open the Home menu, tap the More (…) icon.

Scroll down to Bullets and tap it.

Tap the bullet style you want to use.

If needed, type the list items.

Tip: Use a full stop or a comma at the end of each list item to make screen readers pause.

Use ordered lists

When feasible, use numbered lists as they are easier to follow than a continuous block of text.

Place the cursor where you want to add the list in your document, or select the piece of text to be included in the list.

To open the Home menu, tap the More (…) icon.

Scroll down to Numbering and tap it.

Tap the numbering style you want to use.

If needed, type the list items.

Tip: Use a full stop or a comma at the end of each list item to make screen readers pause.

Use appropriate text spacing

Increase or decrease the white space between sentences and paragraphs to improve readability.

Select the piece of text.

To open the Home menu, tap the More (…) icon.

Scroll down to Paragraph Formatting and tap it.

Tap Line Spacing, and select the spacing option you want to use.

Use table headers

Add headers to your table to help screen readers keep track of the columns and rows.

In your table, place the cursor somewhere on the first row.

In the Table menu below, tap Insert.

Tap Insert Above.

To go back to the previous menu, tap the left arrow in the Insert menu header.

Alt text helps people who can’t see the screen to understand what’s important in images and other visuals.

Avoid using text in images as the sole method of conveying important information. If you must use an image with text in it, repeat that text in the document. In alt text, briefly describe the image and mention the existence of the text and its intent.

People who use screen readers sometimes scan a list of links. Links should convey clear and accurate information about the destination. For example, instead of linking to the text Click here, include the full title of the destination page.

To find headings not using built-in styles, visually scan your document for text formatted to look like a heading. Select this text, and then look in the Home tab of the ribbon to check if a heading style has been used.

To preserve tab order and to make it easier for screen readers to read your documents, use a logical heading order and the built-in formatting tools in Word Online.

For example, organize headings in the prescribed logical order. Use Heading 1, Heading 2, and then Heading 3, rather than Heading 3, Heading 1, and then Heading 2. And, organize the information in your documents into small chunks. Ideally, each heading would include only a few paragraphs.

Screen readers keep track of their location in a table by counting table cells. If a table is nested within another table or if a cell is merged or split, the screen reader loses count and can’t provide helpful information about the table after that point. Blank rows and columns in a table could also mislead someone using a screen reader into thinking that there is nothing more in the table.

Screen readers also use header information to identify rows and columns.

Add alt text to images and tables

The following procedures describe how to add alt text to images and tables in your Word Online documents.

Note: We recommend only putting text in the description field and leaving the title blank. This will provide the best experience with most major screen readers including Narrator. For audio and video content, in addition to alt text, include closed captioning for people who are deaf or have limited hearing.

Add alt text to images

Add alt text to images, such as pictures and screenshots, so that screen readers can read the text to describe the image to users who can’t see the image.

Select an image.

Select Picture Tools > Format.

Select Alt-Text.

Type a description in the Alternative Text dialog box.

Tip: Include the most important information in the first line, and be as concise as possible.

Add alt text to tables

Position the cursor anywhere in a table.

Select Table Tools > Layout.

Select the Alt-Text tab.

Type a description in the Alternative Text dialog box.

Tip: Include the most important information in the first line, and be as concise as possible.

Make hyperlinks, text, and tables accessible

The following procedures describe how to make the hyperlinks, text, and tables in your Word Online documents accessible.

Add hyperlink text

Select the text to which you want to add the hyperlink, and then right-click.

Select Link.
The text you selected displays in the Display text box. This is the hyperlink text.

If necessary, change the hyperlink text.

In the Address box, enter the destination address for the hyperlink.

Tip: If the title on the hyperlink's destination page gives an accurate summary of what’s on the page, use it for the hyperlink text. For example, this hyperlink text matches the title on the destination page: Templates and Themes for Office Online.

Use accessible text color

Here are some ideas to consider:

Ensure that text displays well by using the Automatic setting for font colors. Select your text, and then select Home > Font Color > Automatic.

Use the Colour Contrast Analyzer, a free app that analyzes colors and contrast, and displays results almost immediately.

Use accessible text format

Here are some ideas to consider:

Add an underline to color-coded hyperlink text. That can help colorblind people know the text is linked even if they can’t see the color.

Add shapes if color is used to indicate status. For example, add a checkmark symbol
if green is used to indicate “pass” and an uppercase X
if red indicates “fail”.

Use the Accessibility Checker in Word Online

Review the results in the Accessibility Checker. Results are categorized based on the severity of the issue found, as follows:

Errors. Includes content that is very difficult or impossible for people with disabilities to understand.

Warnings. The content is challenging for people with disabilities to understand.

Tips. Tips let you know that, even though people with disabilities can understand the content, it could be better organized or presented to improve their experience.

Fix the issues.

Note: The Accessibility Checker inspects your document for all issues that can be fixed in the browser. For a complete inspection, open your document in the desktop app and use the desktop accessibility checker for Windows or Mac.

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.